CCCTran Technical Implementation for IT CCCApply / CCCTran User Workshops March/April, 2008 Skyline and Pasadena Colleges Richard Oberlin IT Project Leader North Orange County Community College District

CCCTran at NOCCCD Pilot for Cypress College – programming began in November LIVE for requests – Aug 9, 2007 LIVE for Students using Web (Self-Service Banner) – Aug 24, 2007 Currently testing for Fullerton College

Transcript Request Diagram

Unsolicited Transcript Diagram

Implementation Steps Establish your Team Learn about CCCTran Decisions and Configuration Programming Testing, Testing, Testing Document Go LIVE

Learning about CCCTran Demonstrations CCCTran web site ( Implementation Guide Data Dictionary –2 volumes – about 550 pages –About 600 fields (we used about 50%) Pilot colleges, earlier adopters, XAP, CCCTran Project Team

Decisions and Configuration Decisions –Admissions and Records –IT Department Configuration –Control Center –XAP Communicator –Student Information System (SIS)

Possible User Interfaces Admissions and Records –XAP Control Center Check status (no transactions waiting) View Offline Record Search Required Enter Response -- paper Transcript Sent –Student Information System (SIS) Staff entry of Transcript request Partial Transcript Report (or use Control Center) –Can’t Enter Response when partial paper Transcript Sent Student –Web Transcript Request

Holds, Holds, Holds Request (Hold) Conditions –May result in a Hold Response Local Hold –Results in a Hold Response Transaction Status = On Hold –From a Hold Response –From an Offline Record Search Response

CCCTran – Files Involved Request File Response File Transcript File CCCTran – Parties Involved Requesting Institution Recipient Institution Transcript Institution

Programming – Windows Server Same or separate server from CCCApply? –Separate schedule? FTP and/or batch files? –WinSCP – free SFTP (SSH) and FTP client (winscp.net)

Xap Communicator - Upload Directories –Upload Waiting (single or multi record files) –Upload Completed Successfully –Upload Failed

Scenario 1 Download Request SIS – Match to student record Upload Transcript Fully automated, no user involvement

Scenario 2a Download Request SIS – No match found All students in SIS Upload Response – NR (No record) Fully automated, no user involvement

Scenario 2b – Part 1 Download Request SIS – No match found Not all students in SIS Upload Response – OR (Offline Record Search) A&R staff, on Control Center, gets list of requests needing offline record search. A&R staff searches paper records.

Scenario 2b – Part 2a Paper record not found A&R staff, on Control Center, manually enters response – NR. Only partially automated.

Scenario 2b – Part 2b Paper record found A&R staff manually sends paper transcript A&R staff, on Control Center, manually enters response – OS (Offline Transcript Sent) Only partially automated

Scenario 3 – Part 1 Download Request SIS – Match to student record Local hold prevents sending transcript Upload response – HO (Hold), with reason Fully automated, no user involvement

Scenario 3 – Part 2 Next day, download Request again (recycled request) SIS – Match to student record Depending on whether holds have changed –Do nothing (holds unchanged) –Upload response (holds changed) –Upload transcript (all holds cleared) Fully automated, no user involvement

Scenario 4 – Part 1 Download Request SIS – Match to student record Offline records exist Upload transcript with Partial indicator A&R staff get list of partial transcripts needing offline transcript sent –Option 1: From Control Center –Option 2: Locally created report

Scenario 4 – Part 2 A&R staff manually send the offline portion of the transcript Option 1: Currently no additional entry about the status of the request can be made on the Control Center. Option 2: A&R staff update SIS to show that the offline portion was sent (allows locally created report to be up-to-date). Only partially automated

Scenario 5 Download Request SIS – Match to student record Request has request conditions If Conditions met, upload Transcript If Conditions not met, upload Response – HO (Hold) with reasons and Planned Release Date Usually fully automated, no user involvement

Scenario 6 Upload Transcript (unsolicited transcript) Fully automated, no user involvement –(exception is if Partial Transcript, then A&R staff must manually send the offline portion)

Sample Request Processing Flowchart

Request File Accept requests from which institutions? –Control Center setup or control locally? Format – ASCII or XML? –Set in Control Center How will you access the data? Store locally for later access?

Search for Student Record Fields? ID, SSN, DOB, Name, other? Should be same as setup in Control Center. Also consider Fields for Offline Records search.

No Match  Response Response format – ASCII or XML? Offline Records (OR) or No Record (NR)? Search list for A&R – from Control Center or locally generated list?

Multiple Matches  Response Unlikely, but depending on required information, must be checked for.

Deceased Student  Response Unlikely, but can be included in your programming if the information is available.

Request Conditions? Wait to send transcript until after: –Grades posted, degree or certificate awarded, grade change, reg completed, specific date, other. Will you support some or all? Control Center setup (available terms).

Condition not met  Response If possible, indicate a Planned Release Date. –Will be used for Request Recyling

Check for local holds

Local Hold (not recyled)  Response Transmission Type (RCL08) = OR (Original) means the initial Request Transmission Type (RCL08) = RP (Replacement) means a Recycled Request Response – include Hold Reason

Recycled Request – Holds Changed? What holds existed at time of most recent Response? Best to avoid repeated responses for the same condition.

Recycled Request – Respond or Ignore If same hold(s), then do nothing. If different holds, send a new Response. Optional: If Request is “too old”, then reject the request. Response Status = CN (Cancelled).

Generate Transcript Format – ASCII or XML? If partial transcript, set 01A13 = P

Programming - Transcript What fields to include? Optional? –Include everything on your official transcript Code translations –Example: EDI Grade Qualifier SIS free text to CCCTran coded field –If variable may be difficult or impossible to translate

Testing, Testing, Testing Beta Control Center/beta server allows complete testing Upload validation on Control Center very helpful to programmer Admissions and Records should test all info that appears on your transcript –To/from your own college (transcript views) –With trading partners

Richard Oberlin IT Project Leader Information Services North Orange County Community College District (714)